What Does Switching to VoIP Actually Involve?
Introduction
Switching to VoIP is often described as a simple upgrade, but in reality it is a strategic change to how a business communicates internally and externally. For some organisations it feels seamless. For others it exposes weaknesses in networks, workflows, and planning that were previously hidden by traditional phone systems.
Many UK businesses start looking at VoIP because of rising line rental costs, limited flexibility, remote working needs, or the long term phase out of legacy phone infrastructure. Others are pushed into the decision by office moves, growth, or poor call quality from ageing systems. Whatever the trigger, the most important thing to understand is that VoIP is not just a different handset. It is a different way of delivering voice services that relies heavily on data networks, configuration, and user habits.
What Does Switching to VoIP Actually Involve?
At its core, VoIP allows voice calls to be made over an internet connection rather than traditional copper phone lines. That simple definition hides a number of moving parts that all need to work together reliably.
The process of switching involves changes across infrastructure, software, hardware, security, and day to day operations. Each of these areas needs attention if the move is going to deliver benefits rather than frustration.
Understanding Your Current Phone Setup
Before anything else, a business needs a clear picture of what it currently uses. This includes the number of phone numbers, extensions, call queues, hunt groups, voicemail boxes, and any specialist features such as call recording or door entry systems.
Many businesses underestimate this stage. Over the years, phone systems tend to grow organically. Numbers are added, routing rules change, and workarounds become normal practice. When switching to VoIP, all of this needs to be mapped accurately so nothing critical is lost during migration.
It is also important to identify any systems that rely on phone lines, such as alarms, card payment terminals, lifts, or fax machines. Some of these need alternatives or special configuration when moving away from traditional lines.
Assessing Internet Connectivity
VoIP depends entirely on internet quality and stability. This does not simply mean having fast broadband. Call quality is affected by latency, packet loss, jitter, and how traffic is prioritised across the network.
A proper VoIP assessment looks at real world performance, not just headline speeds. A connection that works well for email and browsing can still struggle with voice traffic during busy periods. Many businesses discover that their internet connection needs upgrading or separating voice and data traffic to ensure consistent call quality.
In some cases, a dedicated connection or secondary line is introduced purely for VoIP to improve reliability. This is especially common in customer facing environments where missed or distorted calls have a direct commercial impact.
Choosing a VoIP Platform
VoIP is not a single product. It is delivered through platforms that combine calling, management tools, and integrations. Some are designed for small teams, others for large multi site organisations.
Cloud based systems are the most common choice, as they remove the need for on site phone servers. These platforms are typically subscription based and scale easily as a business grows or changes.
Examples include platforms that integrate tightly with collaboration tools such as Microsoft Teams, or dedicated business phone systems like RingCentral and Zoom Phone. The right choice depends on how voice fits into wider workflows rather than just price per user.
Hardware Decisions
One common misconception is that switching to VoIP means abandoning desk phones altogether. In reality, businesses have several options.
Some teams continue to use physical VoIP handsets, which connect directly to the network. Others rely on softphones that run on computers or mobiles using headsets. Many organisations use a mix, depending on role and preference.
Hardware decisions affect user adoption. Staff who spend all day on calls often prefer physical handsets, while mobile or remote workers may prefer apps. Planning this properly reduces resistance and training time.
Network Configuration and Quality Control
VoIP traffic needs to be prioritised on the network to avoid interference from large downloads, backups, or cloud applications. This is usually done through quality of service rules on routers and switches.
Without proper configuration, call quality can fluctuate unpredictably. This is one of the most common causes of poor VoIP experiences and one of the main reasons businesses blame the phone system rather than the underlying network.
A structured rollout includes testing under load, not just during quiet periods. It also includes monitoring tools that allow issues to be identified quickly rather than relying on user complaints.
Number Porting and Call Routing
Keeping existing phone numbers is usually essential. Porting numbers from traditional providers to a VoIP platform can take time and needs careful coordination.
During this process, temporary routing or parallel running is often used to avoid downtime. Incoming calls may need to be redirected while the transfer completes.
Call routing also needs to be rebuilt. This includes office hours, holiday messages, out of hours handling, and overflow rules. VoIP systems are flexible, but that flexibility needs deliberate design rather than default settings.
Security Considerations
Voice traffic is data traffic, which means it is subject to many of the same risks as other network services. VoIP systems can be targeted for fraud, toll abuse, or denial of service attacks if not secured properly.
Security measures include strong authentication, IP restrictions, encrypted signalling, and monitoring unusual call patterns. Businesses that already take cybersecurity seriously often find VoIP fits well into existing policies. Those that do not may need to raise their standards to protect the system.
Training and User Adoption
The technical side of VoIP is only part of the transition. Staff need to understand how to use new features and what has changed from the old system.
VoIP platforms often introduce voicemail to email, call forwarding rules, mobile apps, and presence indicators. These can improve productivity, but only if users know how to use them confidently.
Training does not need to be complex, but it does need to be planned. A short introduction, clear documentation, and accessible support during the early stages make a significant difference.
Ongoing Management and Support
Once live, VoIP systems still require oversight. User changes, reporting, call quality monitoring, and feature updates are part of normal operation.
One advantage of cloud based VoIP is that many management tasks can be handled through web portals rather than specialist engineers. However, this still requires ownership within the business or a reliable support partner.
Ignoring ongoing management can lead to cluttered systems, security gaps, and degraded performance over time.
Frequently Asked Questions
Q1: Is VoIP reliable enough for a busy business environment?
Yes, when implemented correctly. Reliability depends more on network quality and configuration than the VoIP platform itself. Businesses with stable internet and proper setup often experience fewer issues than with traditional phone lines.
Q2: Will switching to VoIP reduce costs?
In many cases, yes. Line rental and call charges are usually lower, and scalability reduces the need for large upfront investments. However, savings can be offset if network upgrades or additional connectivity are required.
Q3: Can VoIP work during an internet outage?
If the internet connection is completely unavailable, VoIP calls cannot be made in the usual way. Many businesses mitigate this with mobile apps, failover connections, or call forwarding to mobiles during outages.
Q4: How long does it take to switch to VoIP?
For small businesses, the process can take a few weeks from planning to go live. Larger or more complex setups may take longer, especially if number porting and network upgrades are involved.
Q5: Is VoIP suitable for remote and hybrid teams?
Yes. This is one of its strongest advantages. Users can make and receive calls from any location using the same number and features, as long as they have an internet connection.
Q6: Do I need IT support to manage VoIP?
While many systems are user friendly, having IT support helps ensure performance, security, and reliability. Businesses without internal IT often work with managed service providers to handle this.
Conclusion
Switching to VoIP is not just a technical upgrade. It is a change in how voice communication is delivered, managed, and integrated into daily operations. When planned carefully, it offers flexibility, scalability, and modern features that traditional phone systems cannot match.
However, success depends on preparation. Understanding existing setups, ensuring network readiness, choosing the right platform, and supporting users through the transition all play a role. Businesses that treat VoIP as a strategic project rather than a quick replacement are far more likely to see long term benefits.
For organisations considering the move, the key question is not whether VoIP works, but whether the switch is being approached with the right expectations and expertise.
If you're seeking expert support in Cybersecurity Solutions, Cloud Computing, IT Infrastructure & Networking, Managed IT Support, Business Continuity & Data Backup, or VoIP & Unified Communications, visit our website, Dig-It Solutions, to discover how we can help your business thrive. Contact us online or call +44 20 8501 7676 to speak with our team today.
